Introduction

Regeneration of offer letter can be requested for multiple reasons including changing offer details like start date, job profile, business title, compensation as well as text changes like adding an end date for fixed term roles, or adding custom text. Changing the offer details requires correcting the offer business process before triggering the regenerate offer documents business process. Users must hold Recruiting Admin or HR Admin roles to correct the Offer BP data. If the change requested does not require a correction to the offer details you can just trigger the regenerate offer documents BP and the users can make the necessary text changes.  Offer letters can be regenerated as many times as needed when hiring details cha


Requirements

Candidate Name and related Job Requisition ID are required data points.  If a ticket does not contain this data it must be send back to collect this data. For offers that need correcting we also need the offer details that need correction, like an updated start date, etc... In order to perform "Regenerate Offer Documents", the candidate's Job Application business process must be complete. If the candidate's job application is not complete, send the ticket back to the department and instruct them to reach back out when the candidate's job application process is complete.


Checking the Job Application Business Process Status

  1. Navigate to the candidate record. 
    1. Search for the candidate by name and use the Recruiting search category on the left side of the results page to filter the search. If there is more than one candidate record you must determine which candidate record is associated with the job requisition in question.
  2. Use the Actions button to select Business Process/ Business Process Event History
  3. Select the correct application/job requisition to open the business process event history.
  4. Once you are viewing the business process event history, you can check the status of the overall process at the top of the page. It should say "Successfully Completed".  
    1. If complete, you can move forward to correcting the offer data and/or triggering the regenerate offer letter task. 
    2. If it is not complete, send the ticket back to the department and instruct them to reach back out when the candidate's job application process is complete.


Correcting Offer Details

  1. Go to Candidate Record.
  2. Navigate to the Business Process Event History for the correct requisition. See section above for instructions.
  3. In the event history, find the initiation step of the most recent occurrence of "Offer" in the business process. The Process column should say "Offer" and the Step column should say "Offer", "Start Offer Process",  "Offer - Post Skill Survey"  or "Update Offer".
    1. Sometimes there are multiple rounds of offer on a candidate's application, the correction needs to be made on the latest occurrence, even if that round was not fully completed - it is recommended to start at the bottom of the Process and scroll up rather than top-down.
  4. From this offer initiation step use the related actions from the Process column to select Business Process/Correct. 
  5. Correct the necessary data, (i.e. Hire Date) write a comment including the ticket number for the request, and Submit.
  6. If the hire has been initiated, check the hire event to ensure the data is correct, per this correction request.


Correcting Offer Compensation

  1. Before correcting offer compensation ensure there is comp approval for the change. Route the ticket to Compensation for approval.
  2. Once approved, go to Candidate Record.
  3. Navigate to the Business Process Event History for the correct requisition. See section above for instructions.
  4. In the event history, find the Propose Compensation Offer/Employment Agreement step of the most recent occurrence of "Offer" in the business process. The Process column should say "Propose Compensation Offer/Employment Agreement".
    1. Sometimes there are multiple rounds of offer on a candidate's application, the correction needs to be made on the latest occurrence, even if that round was not fully completed - it is recommended to start at the bottom of the Process and scroll up rather than top-down.
  5. From this Propose Compensation Offer/Employment Agreement step use the related actions from the Process column to select Business Process/Correct. 
  6. Correct the necessary data, (i.e. Salary or Hourly rate) write a comment including the ticket number for the request, and Submit.
  7. If the hire has been initiated check the hire event to ensure the worker compensation is correct as well.


Regenerate Offer Documents

  • When the correction has been submitted, scroll to the bottom of the process, you will see the corrective action. Use the related actions from the Process column for this event and select Business Process/ Regenerate Offer Documents.
  • This can also be initiated stand-alone. Search for the Regenerate Offer Documents task. Search for the candidate by name, select the correct requisition and Submit. *
  • Note: In order to perform "Regenerate Offer Documents", the candidate's Job Application business process must be complete. If the candidate's job application is not complete, send the ticket back to the department and instruct them to reach back out when the candidate's job application process is complete.


*There are instances where nothing needs to be corrected before regenerating the offer letter i.e. the offer details are correct, but someone needs to enter custom text they forgot, like the grant-funded position end date or something unique to the department. In that instance, we can regenerate the document with no corrections to the business process history.  Alternatively, this can be pushed back to the department as the HR Partner, Manager and Primary Recruiter roles have the ability to trigger the step above and regenerate the offer letter without corrections.

    



Errors When Trying to Regenerate Offer Documents

  • If there is a pending Regenerate Offer Documents BP in progress for a candidate application and you attempt to regenerate the offer letter again, you will get an error.  In these cases, use the "Find Events" task and search the Regenerate Offer Documents process.  You will have to search the list, use the filters for processes in progress and if you know who triggered the task to help limit the number of search results.  When you find the pending task use the Cancel option, as this task is now out of date.  Once the pending task is canceled you can go back to the candidate record and trigger the new Regenerate Offer Documents process.